Module Overview: Magical Import

 

Magical Import allows you to import data flexibly and powerfully. You can deduplicate, cleanse, update, and standardize your data before importing it into your database. This not only ensures that critical customer data reaches your CRM but that it is clean and tidy when it does.

With Magical Import you can do the following while importing:

  • Map fields and save templates for future mapping
  • Create straightforward rules for when your data is updated, overwritten, or appended
  • Compare data to existing HubSpot fields
  • Deduplicate data while importing
  • Cleanse data while importing
  • Format and standardize while importing
  • View changes in the activity tracker at any time

Using Magical Import, you can create straightforward rules to determine when your data is updated, overwritten, or appended. You can also enforce data quality and consistency standards while importing new data with confidence.

Key Use Cases

How It Works

When you click to upload a CSV to Insycle, it doesn't import to the CRM right away. Instead, it loads your CSV into Insycle for preprocessing.

Using Insycle you can format, standardize, and cleanse the data before it's imported to the CRM (instead of using Excel or other tools). And when you use templates, anyone on your team can prep the data consistently.

Insycle also helps you avoid duplicates from getting created as a side effect of the import. The way it does it is by letting you define unique identifiers for the records. Insycle compares and matches the CSV rows to the CRM data.

Summary

With Insycle, you can import data flexibly and powerfully.

First, you select your CSV file. Then you choose how that data will be used on a field-by-field level — update existing records, create new records, or do both depending on what is in your CRM database. Then you can manage your data in several ways— cleansing, formatting, standardizing, and appending data before importing it into your database.

You can save all settings using Templates. With templates, future imports will not need to be reconfigured, saving you time on all future imports. All imports are available to review at any time through the Activity Tracker.

Identity Fields

Insycle uses Identity Fields to compare your CSV to your CRM data. Identity fields must be "unique identifiers." These are data points that could only belong to a single contact—such as email addresses, phone numbers, home addresses, or ID numbers.

email identity field

Important Note

You can select more than one identity field, however Insycle will check that ALL of the fields match, not just one of the fields. If one single field does not match, the corresponding matching CRM record will not be identified. If you include six identity fields and five of them match but one does not, Insycle will not identify the record as a match.

Using the "Update Existing and Create Net New" setting, Insycle will fail to match many records and instead will create a new record.

If you use the 'Only Update Existing' setting with many Identity Fields, you will identify far fewer existing records and much of your CSV data will not be imported, because Insycle will not be able to find the correct record to update.

too specific

 

Outside of specific use cases, it is typically best to use a single identity field.

Don't Set Identify Fields Too Broad

Such as using a field that is not uniquely identifying. Doing this means that Insycle is likely to identify the wrong record in your CRM as a match, and update the wrong record with data from your CSV. For instance, there are probably many people with the first name 'John' in your CRM, but you want to make sure that you are updating the correct record for John. This is why it is important that we use uniquely identifying fields.

too broad

 

Date Format Matching

Insycle attempts to match date value using multiple formats in the following order:

  1. Date time with timezone: 2018-07-19T23:25:45.671-0400
  2. Date time in UTC timezone: 2018-07-19T10:15:30Z 
  3. YYYY-MM-DD HH:MM:SS
  4. Date (YYYY-MM-DD): 2018-07-19 or 2018/07/09
  5. Date (M-D-YYYY): 07-19-2018 or 7/19/2018

All the above formats work with and without the - or / symbols.

Templates

With your import set up and running smoothly, you can then save your settings as a template. With a template, all of your settings are saved including field mapping, functions, import modes, etc.

Then, any time that you import data using the same .CSV structure and select the template, these settings will be automatically loaded and you will have minimal work for future imports.

template

 

To create and save a new template, you click the “+” symbol on the right-hand side of the template banner.

template save

 

After creating the template, you must save the template by clicking the save icon on the far right-hand side of the same menu.

Frequently Asked Questions

Does Insycle Automatically Map My CSV Files to My App Fields?

Yes, Insycle will automatically map fields that it is able to identify. However, Insycle may not be able to map every field. When it cannot map a field, a notification will appear.

notes

 

Can Insycle Append New CSV Data to Existing Records?

Yes, you can easily append data to existing data by selecting "Append" from the mapping section.

append

 

Can I clean import data before it is added to my CRM?

Yes, Insycle allows you to apply many functions to specific data fields to clean, format, and standardize data on the way into your database.

prepare data

 

Can Insycle Associate contacts to companies on import?

Yes, Insycle allows you to associate contacts, companies, deals, and custom objects while importing data from a CSV, using the "Associate" or "Link" tab in Step 4 (depending on the verbiage used by your app).

associate

 

Can Insycle compare CSV data to existing data in my CRM

Yes, Insycle allows you to compare in different ways using the Pull and Compare features. To learn more, see the Compare .CSV Data to Existing Records In Your CRM article.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected.

Additional Resources

Related Blog Articles

Related Help Articles

Additional Resources